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Manual Customer Invoice SOP

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Osama Javaid
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50 views15 pages

Manual Customer Invoice SOP

Uploaded by

Osama Javaid
Copyright
© © All Rights Reserved
We take content rights seriously. If you suspect this is your content, claim it here.
Available Formats
Download as PDF, TXT or read online on Scribd
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Manual Customer Invoicing

 This is created if there is no RCI/RMA involved on customer’s order


 NOTE: Any issues related to RCI/RMA is to be entered through PROPS associated with the Order#.
Invoices under this category will always start with CR9999XXXXX.
 Credit/Debit of this kind does not need to reflect on PROPS
 Go to ‘Manual Customer Invoice’ screen in IFS and select appropriate company
1- Click the plus sign or F5 to create a new entry and start filling in the highlighted part.

2- Start by entering Customer number, Invoice identity and currency. Series ID for Invoice identity
will always remain CI since it is a manual entry which will distinguish from other invoice series IDs
such as CRA, DR, CR and CD. Make sure to enter only Invoice number associated with the Order
number. DO NOT enter Order number in Invoice identity. Invoice number is used instead of
Order number so that it shows up a better picture in the AR report.
3- In ‘General’ tab, enter the invoice date and payment terms. Enter the language as English and
proceed to ‘Lines’ tab. Most the boxes will automatically fill out once Customer number has been
entered.
4- In the ‘Lines’ tab, click the plus sign on left and enter the Gross Amount. If it is credit then enter
the amount in negative and positive if it is debit. Proceed to ‘Posting’ tab
5- In ‘Posting’ tab click the plus sign on left and start by entering the Account number and Cost
Center where the entry needs to be coded based on individual scenarios. Please check with AR
rep or Supervisor to obtain the coding.
6- After entering Account and Cost Cent, enter the same amount in Debit Amount column if it’s
credit or in Credit Amount column if it’s debit in order to balance the entry. Once entered, make
sure that Balance and Balance in Acc Curr boxes balances to $0 balance. This means that the
double entry is balanced.
7- Enter the details in the Text column for the tracking purpose in General Ledger and save the
entry.

8- After saving it, make sure to enter Notes from the notes check box so that it shows up on AR
report. Note can be of the same detail as Text column or any additional details.
9- Once the entry is saved, it will disappear from ‘Posting’ tab and the double entry will show up in
the ‘Voucher’ tab and you can verify which account the entry was made. (see step 12 for this
screen shot)
10- Correction: If you believe that an entry was incorrectly entered then search the invoice number
and right click on the same Manual Customer Invoice screen. Hit Cancel Invoice to delete that
manual invoice and start the same process if it needs to be re-entered. (see step 12 for this
screen shot)
11- Manual invoice can only be cancelled for deletion or correction if AR rep has not applied that
invoice in the system. It CANNOT be cancelled if it’s already applied in the system.

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12- Below is an example of an actual Manual Customer Invoice of how it will look like once it’s
entered and saved. (Ignore the invoice number used in this example)

Regular Invoice example:


Nothing will show up in the Posting tab since entry is already created and saved so proceed to the
Voucher tab.
Credit Invoice example:
Printing Manual Customer Invoicing
 Manual Customer Invoice can be printed off from IFS or through manually in an existing pdf version
 This is generated if the customer requires copy of it.
 NOTE: Remove any internal Notes that was entered while creating Manual Customer Invoice if you
are printing it off from IFS when sending it to the customer. If it is not removed then Notes will show
up under the description part of the invoice (Notes are only meant to be for internal tracking
purpose). Enter the same Notes back once invoice has been printed from IFS.

1- Go to Quick Reports in IFS and search for Manual Credit Invoice (Category Description: Finance
AR, Type: Crystal Reports).
2- Right click and hit View Report. A pop-up screen will open up.
3- Enter Company number, Invoice Series ID and Invoice no that were used in creating Manual
Customer Invoice. (Ignore invoice number in this example)
4- Invoice copy will show up with all the details. See how Description shows with the same details
as Notes entered in Manual Customer Invoice. Remove it from notes so it doesn’t shows up
under description.

5- Click the Print option or Save it to PDF file from top left accordingly.

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